1. Receipt & Return of Testing Materials Fall 2016
Critical Shipping Information
Receipt & Return of Testing Materials Fall 2016
The information within this PowerPoint may be augmented with information specific to your school district policy and procedures.
This material may be augmented with special consideration appropriate for your local district and school.
Assessment Operations
November 9, 2016

2. Acronyms Test Components /Systems Manuals and Guides User Role
TIDE: Test Information Distribution Engine
WCAP Portal: Washington Comprehensive Assessment Program Portal
MI: Measurement Inc.
TCM: Test Coordinators Manual
Test Material Processing Handbook
DC: District Test Coordinator
DA: District Administrator
SC: School Test Coordinator
TA: Test Administrator
This is a list of acronyms and the definitions that will be found during your review of information within this PowerPoint.
Office Of Superintendent Of Public Instruction

3. Schedule for Fall 2016 Smarter Balanced Assessments
(retake)
Grade
Content
Requirement / Availability
Testing Window
11 & 12
English Language Arts
Available to students in the class of 2018 or earlier who have not yet passed the ELA assessment and/or met the ELA assessment graduation requirement.
ONLINE: October 24 – November 18
PAPER/PENCIL: October 31 – November 18 (Paper testing for the fall administration is to support large print, braille, and standard print forms for students whose IEP states paper) 12
Available to the students who tested on ELA assessment in 2016 and would like to attempt a higher score.
11 &12
Mathematics
Available to students in the class of 2018 or earlier who have not yet passed the high school math assessment and/or met the math assessment graduation requirement.
Available to the student who tested on math assessment in 2016 and would like to attempt a higher score.
Important dates are updated frequently and are available at:
Student eligibility for each assessment is on this and the following slide.
Testing students toward the end of the state mandated testing window will not leave a lot of room should a situation occur that delays testing.
The last week of the testing window works well for scheduling makeup testing.
Remember that makeups are allowed for Smarter Balanced assessments.

4. Schedule for Fall 2016 Off- Grade Level Assessments
Off-Grade Level Graduation Alternatives
Fall 2016 Off- Grade Level
(retake)
Grade
Content
Requirement / Availability
Testing Window
11 & 12
English Language Arts and Mathematics
Off Grade Level testing is a graduation alternative, specific for students pursuing a CIA.
ONLINE: October 24 – November 18
PAPER/PENCIL: October 31 – November 18
(Paper testing for the fall administration is to support large print, braille, and standard print forms for students whose IEP states paper)
Science
Off Grade Level testing is a graduation alternative, specific to students pursuing a CIA; Classes and beyond
Important dates are updated frequently and are available at:
Makeups are allowed for Off–Grade Level testing
Important dates are updated frequently and are available at:

5. Test Material Receipt and Tracking
Fall testing materials will arrived on 10/12/16 via FedEx.
Contents included in white District Box 1:
Box List
District Packing List
District Security Checklist
School Packing List Summary (clear plastic bag)
Fall Return Kit
The District Packing List and the School Packing List(s) should be used to assist in tracking materials to and from schools.
Do not open shrink-wrapped packages that are not intended for immediate use.
Follow your Test Security and Building Plan procedures.
The district packing list contains the test booklet serial numbers in ranges. This will help to track booklets within schools.
To help identify the test booklet to a student, MI has created a Security Checklist Roster in Excel format that is available through the TIDE “Orders” tab, under the “Track Shipments” tab.
Shrink wrapped packages of test booklets should not be opened unless needed for immediate use.
Retain the shipping boxes that your materials arrived in for return shipment of materials.
Follow your Test Security and Building Plan and monitor this process throughout testing.

6. Accommodated Test Material Kits:
Translated CD, Braille, Large Print
Apply: A Student Pre-ID Label
Accommodated Kits
Large Print and Braille kits include:
A cover sheet
Instructions
Regular test booklet
Large-print or braille test booklet
Glossaries (if applicable)
Smarter Balanced only
Regular print Answer booklet
Translated Test kits include:
Cover sheet
Foreign Language CD Instructions
Foreign Language CD
Test Booklet
A pre-ID student label must be affixed to the front of the test material included in the accommodated kit. Additional labels may be printed from TIDE, if needed. If you cannot print labels prior to testing, write the students name, SSID, and school name on the front cover of the large print or braille test booklet and the large print or braille answer booklet.
All responses must be transcribed by trained staff into the regular test/answer booklet. If responses are not transcribed into a regular answer booklet they will not be scored.
Annotate the use of a scribe on the front cover of the students test booklet, in the Notes: Test Administrator/Coordinator Use box or on the front cover of the Smarter Balanced test and answer booklet. Include the scribe name and date.
Responses in the large print and braille answer/test booklets will not be scored. They must be transcribed into the standard form booklet. 6

7. Test Booklets
TA’s instruct students to add their name and date in the “Student Name” space provided on both the test and answer booklet.
Student Name: _____________________
Student Name: _____________________
Student’s must write or sign their names on the front cover of the test and answer booklets. If a name space is not provided, the student will be instructed to add their names in a location designated by the TA.

8. Handling Defective/Damaged Booklets
Identify any damaged or biohazard materials.
NOTE: Do Not package test booklets that have been soiled with biohazard.
School Test Coordinator:
Document security barcode number on the Roster.
Provide the TA with the new booklet.
At completion of testing, verify transcription is complete.
Document the testing incident on the front cover of the replacement student booklet by writing “Contains transcribed student answers,” the transcriber, and the date of transcription.
District Test Coordinator:
Complete a Test Material Variance form and fax to OSPI at (360)
The damaged booklet is packaged with non-scorable materials.
The new test booklet with transcription of student work should be returned with scorable materials.
Place a rubber band around any damaged booklets.
Damaged booklet
Responses from biohazard test/answer booklets should be transcribed, when possible, into a clean test/answer booklet.
Complete a Test Material Variance form and fax information to the OSPI Assessment Operations office at (360) for tracking the secure destruction of the soiled materials. Reported biohazard booklets may not be returned to MI.
Follow district policy on how to securely destroy biohazard secure testing materials.
Damaged booklets will be returned to MI, place a rubber band around any damaged booklets.
Reported biohazard/ soiled booklets must be recorded on the Test Material Variance Form and securely destroyed according to state and district policies.

9. Preparing Test Materials for Return
Test Administrators:
Prior to excusing students, account for all materials and clear all calculator memories. Promptly return all tests and secure materials by following the school’s Test Security and Building Plan.
School/District Test Coordinators:
Process ancillary papers.
Verify correct placement of all test booklet labels.
Use the School Security Checklist to check off receipt of materials.
Return all secure testing materials to MI no later than 5 business days after testing is complete, materials must be ready for pickup by 8 a.m.
Verify that all materials have been returned.
DC’s will phone FedEx to schedule all material pickups.
At completion of testing and prior to excusing students TA’s must collect and account for all materials, and clear all hand-held calculators. Promptly return materials to your SC, include ancillary papers provided during the assessment.
SC’s, verify that all papers inserted in test/answer booklets during the testing session have been removed and securely destroyed. Ancillary papers will not be scored and may damage the scanners.
SC’s verify placement of Do Not Score and pre-ID student labels on the covers of test/answer booklets.
SC’s use the Security Roster to check off that all materials have been returned. It is important to check off as they are returned so that a missing booklet can be immediately noted and retrieved.
DC’s must verify that SC’s have returned all secure testing materials for shipment back to MI.
Reminder: Document missing test/answer booklets and accommodated materials on the Test Material Variance Form. Annotate on the District Security Report. All forms can be found:

10. Return Shipping Kit Locate your return kit in the clear plastic bag.
The contents in your return kit include:
Return Material Instructions
FedEx return shipping labels
Green Scorable labels
Red Non-scorable labels
Use only the boxes that materials arrived in to return your test materials, when testing concludes.
All scorable materials will be returned under the green (scorable) labels and materials that are not to be scored will return under the red (non- scorable) labels.
The box with the Return Kit may contain other administrative materials, which may include secure test materials; please verify by referring to the packing list.
The MI shipping boxes that your materials arrived in must be retained for return shipment of materials.
Use the FedEX Ground labels to return test materials via FedEX Ground after testing. Use one FedEX label per box.
The procedure for the FedEX Package Return Program is located on the back of the FedEX label.

11. Scorable Secure Materials
Sorting Test Materials
Separate ancillary papers, transcripts, scorable and non-scorable materials.
Organize scorable test/answer booklets into separate stacks, first by grade, then by subject.
Pack all test booklets securely in boxes.
Affix a green scorable label to the top of all boxes containing scorable secure materials.
Record the number of each scorable box and the total number of scorable boxes on the labels (1 of __, 2 of __, etc.).
The following materials must be returned to Measurement Inc.:
Scorable Smarter Balanced test/answer booklets
Scorable Off-Grade Level test booklets
Note: All ancillary materials must be removed from test/answer booklets and securely destroyed according to your district’s Test Security and Building Plan.
Materials must be inventoried to ensure all secure materials are being returned on schedule.
Return all scorable Smarter Balanced answer booklets in the box with the green label.
Return all scorable Off-Grade Level test booklets in the box with the green label. 11

12. Non-Scorable Secure Material
Instructions for returning Non-scorable Secure Materials:
Pack materials securely in boxes.
Affix a red non-scorable label to the top of all boxes containing non-scorable secure materials.
Record the number of each non-scorable box and the total number of non-scorable boxes on the labels (1 of __, 2 of __, etc.).
The following materials must be returned to Measurement Inc.:
Non-scorable, unused, Smarter Balanced test and unused or not to be scored answer booklets
Non-scorable, unused, Off-Grade Level test booklets
Listening Transcripts
Large print and braille test booklets
Large print and braille answer booklets
Translated CDs
There are no special sort requirements for non-scorable materials.
Unused or non scorable large print and braille, test/answer booklets, must be returned as non-scorable.
Listening Transcripts are secure and must be returned with non-scorable materials.
Translated CDs are secure and must be returned with non-scorable materials.

13. Non-Scorable Materials
If you have exhausted your supply of DO NOT SCORE labels, please promptly order additional labels. Remember, shrink-wrapped, unused answer booklets do not require DO NOT SCORE labels.
Non- scorable test/answer booklets
Place DO NOT SCORE labels over the student barcode label area for booklets being sent back in non-scorable red labeled boxes.
Do not place DO NOT SCORE labels over the Student Signature box. Refer to the image to the right.
Correct
Incorrect
Additional DO NOT SCORE labels can be ordered through the MI Help Desk
Measurement Incorporated: Tel or

14. Non-Secure Materials
The following materials should NOT be returned to Measurement Inc. (MI):
Smarter Balanced and Off-Grade Level TAMs: At completion of testing recycle.
Test Coordinators Manual: At completion of testing recycle.
Tranaslated CD Tip Sheets and Glossaries of Non-Science Terms should be destroyed according to district policy.
Unused Pre-ID Student Adhesive Labels should be destroyed according to district policy.
Unused Return Shipping labels can be recycled after all materials have been returned to the contractor.
Verify retention schedule and follow your schools Test Security and Building Plan for destruction or disposal of non-secure materials.
Some materials, such as student labels, contain confidential student information and should be disposed of accordingly.
Ancillary papers must be securely destroyed according to your Test Security and Building Plan.
Smarter Balanced and Off-Grade Level TAMs and TCMs are non-secure and should be recycled at the end of the test administration.
Used student pre-ID labels contain confidential student information and should be disposed of accordingly, following your Test Security and Building Plan.
Translated CD tip sheets should be recycled.
Return Shipping labels should not be reused for later administrations and may be recycled.

15. Preparing Boxes for Return Materials
Pack all scorable test/answer booklets under the green scorable labels. Be sure to return scorable materials in the boxes that your test materials arrived in.
Pack all non-scorable test/answer booklets under the red non-scorable labels.
Use cushioning materials, if needed, to keep materials secure.
Use only Fall Return Shipping Labels.
Copier paper boxes and boxes used for food transportation should not be used.
Pack all scorable test/answer booklets, including answer booklets with transcription, under the green scorable labels.
Pack all non-scorable secure materials, including ELA listening scripts, unused test/answer booklets, translated CDs, braille and large-print test booklets, under the red non-scorable labels.
Pack materials in the boxes they arrived in. If these boxes are not available, use sturdy boxes of equal strength. Sturdy boxes are capable of holding pounds without collapsing when handled or stacked.
Use only fall Return Shipping labels. Labels from past years or other administrations cannot be processed.
Materials returned in non-approved boxes have been known to break open while in transit to the scoring center. Should this occur, test booklets may be lost. This would impact reporting of student results and would also risk test security.

16. Return Procedures FedEx Return Material Instructions:
Remove or black out any old shipping labels
Affix the FedEx ground return label (use only the return shipping labels provided with your order to guarantee boxes can be tracked)
Print the district name and address
Retain the receipt tab, from the top of the shipping label, for your records
Contact FedEx to arrange a pickup of your materials. There is no prescheduled pickup day. Materials must be returned no later than five business days after testing is complete.
Have your receipt tabs ready when you request pickup.
To initiate return, use one of the following methods:
Use select “Ship,” then select “Schedule and Manage Pickups” from the drop down menu. Select “Schedule Ground Return Pickup.”
Call FedEx Customer Service at ; ask for “Package Returns Program” and schedule your pickup.
Provide materials to your regular FedEx Ground driver.
Materials must be returned on schedule. OSPI will be notified via a Security Report when materials are not returned on time.
When preparing boxes for return of materials, remove or black out any old shipping labels, including the original shipping barcode.
Ensure the boxes are sealed securely with shipping tape.
You must use the return shipping labels provided to you in order to guarantee that your boxes can be accurately tracked when you ship them to MI. If additional shipping labels are needed contact the MI Help Desk, or
Affix the FedEx ground return label directly on top of the original address label.
Print the district name and address in the space provided on the return label.
Retain the receipt tab from the top of the return label, for your records .
Contact FedEx to arrange a pickup of your materials. There is no prescheduled pickup day. Materials must be returned no later than one week after testing is complete. Use one of the three methods for initiating return of your materials.
Boxes can be tracked online at or by calling
DC’s or DA’s may contact the AIR Help Desk if there are any problems packaging or returning test materials.
When test materials are not returned on time, the State Test Coordinator will alert the DC. The DC will investigate and report back findings. Delay in return of materials could impact school and district results. Individual Score Reports may be not be available for schools or parents. In addition, the late return of materials brings into questions the security of test content and authenticity of student score results, which could result in the invalidation of student scores.

17. OSPI Website: www.k12.wa.us

18. WCAP Portal: http://wa.portal.airast.org/
As materials are created or updated they will be posted to the WCAP Portal. Communication is distributed through the WAW newsletter.
The WCAP Portal is continually undergoing enhancements—check regularly for updates.

19. Revision Log
Updates to the Module after November 9, 2016 are noted below.
Section
Slide
Description of Change
Revision Date
If updates are needed throughout the school year, they will be outlined on this revision log and communicated in the WAW newsletter.